Office Assistant

Job Location: Raleigh, NC

Department: University Controller

About the Department

The Finance Division provides leadership and fiscal stewardship for North Carolina State University. Managing public resources with high ethical standards, the Division establishes responsible financial practices that align with state and federal regulations, university policies, and industry standards.

The University Controller’s Office is a department within the Finance Division. The office has business units covering the following areas: general accounting, cash services, asset management, financial reporting, payroll, accounts payable, debt, and the university’s tax compliance.

The University Controller’s Office works to advance NC State as a leader in fiscal accountability and responsibility through a partnership with our campus community, strong partnerships with our peer groups, improvements in the University’s financial systems and internal controls, and efficient and effective business operations. The office continues its attention toward collaborative efforts and providing fiscal leadership, oversight, accounting, reporting, training, and outreach services that exemplify the highest standards of quality, performance, and service. Having professional staff and managers with imagination, knowledge, and people skills is paramount in the successful implementation of these goals.

The University Controller’s Office is responsible for fiscal accountability, accuracy, and reporting of the university with a net position of approximately $2.0 billion, including timely and accurate payment of monthly and biweekly wages to over 18,000 staff, faculty, student workers, and temporary employees, over 117,000 vendor payments annually and management of a $550 million external debt portfolio.

The University Payroll section of the University Controller’s Office is responsible for 1) timely and accurate payment of wages to approximately 10,000 monthly and 8,000 biweekly staff, faculty, undergraduate and graduate student workers, postdocs, foreign national, and temporary employees with an annual payroll of over $1.3 billion; 2) proper deduction, monthly plan reconciliation and vendor payment of mandatory, voluntary and statutory (garnishment) deduction plans, including the employer’s matching contributions for retirement and health insurance; and 3) compliance for, payment to, and proper reporting of wages and tax withholdings to the federal government and approximately 35 states and territories.

Wolfpack Perks and Benefits

As a Pack member, you belong here, and can enjoy exclusive perks designed to enhance your personal and professional well-being. As you consider this opportunity, we encourage you to review our Employee Value Proposition and learn more about what makes NC State the best place to learn and work for everyone.

What we offer:

• Medical, Dental, and Vision
• Flexible Spending Account
• Retirement Programs
• Disability Plans
• Life Insurance
• Accident Plan
• Paid Time Off and Other Leave Programs
• 12 Holidays Each Year
• Tuition and Academic Assistance
• And so much more!

Attain Work-life balance with our Childcare benefits, Wellness & Recreation Membership, and Wellness Programs that aim to build a thriving wolfpack community.

Disclaimer: Perks and Benefit eligibility is based on Part-Time or Full-Time Employment status. Eligibility and Employer Sponsored Plans can be found within each of the links offered.

Essential Job Duties

As the Office Assistant, you will serve as the primary point of contact and front desk administrator for the University Controller’s Office. Reporting to the University Controller, you will provide customer service, coordinate office communications and scheduling, and support administrative operations across the office’s sections.

Key Responsibilities

Front Desk and Communications

• Greet and assist visitors, manage visitor sign-ins, issue guest passes, and notify staff of appointments.
• Manage multi-line phone communications and primary office email accounts, routing inquiries to appropriate staff and subject matter experts.
• Maintain a professional front lobby and coordinate meeting and scheduling requests.

Office Administration

• Manage conference room reservations and maintain the office master calendar.
• Coordinate campus facility service requests and work orders.
• Receive, log, sort, and distribute incoming mail, checks, invoices, and deliveries; prepare outgoing mail and express packages.
• Scan, copy, file confidential financial documents, and archive records according to university retention policies.
• Monitor office supply inventory and submit replenishment orders as needed.
• Assist with the intake, tracking, and processing of surplus equipment, furniture, and IT assets according to university guidelines.

Financial Handling and Internal Controls

• Assist with the secure intake and preliminary logging of incoming payments, checks, and sensitive documentation in accordance with established internal controls.
• Follow safety regulations and Controller’s Office procedures for secure pickups.

If you enjoy providing customer service, keeping office operations organized, and supporting colleagues across a team, we welcome you to apply for the Office Assistant position in the University Controller’s Office.

Work schedule and location: Monday – Friday, 8:00 am – 5:00 pm (This position is not eligible for a flexible work arrangement to include hybrid remote work).

Other Responsibilities

In addition to the core responsibilities of this role, there may be occasional opportunities to take on additional duties. This offers an opportunity to build on your skills, explore new areas, and gain a deeper understanding of the department’s operations.

Minimum Experience/Education

High School Diploma or equivalency and one year of related office experience; or equivalent combination of training and experience.

Preferred Qualifications

• Associate degree in business administration, office management, or a related field.
• Familiarity with Microsoft Office Suite, including Word, Excel, Outlook, and Teams, and campus administrative software or enterprise systems such as Banner, Workday, or PeopleSoft.
• Verbal and written communication skills, customer service skills, and conflict-resolution skills.
• Ability to handle sensitive financial records, student account data, and confidential personnel information with discretion.
• Attention to detail, time-management skills, and ability to manage multiple tasks in a busy office setting.

Required License or Certification: None

Valid NC Driver's License required: No

Commercial Driver's License Required?: No

Job Open Date: 10/22/2026

Earliest Close Date: 10/28/2026 (Positions will be posted until 5:00 PM ET on this date. Positions remaining posted after this date are still accepting applications but may close at any time.)

Notice to Applicants

Please note that the work history on your resume, must also be included in your application.

Special Instructions

This position is not eligible for visa sponsorship. Applicants must be authorized to work in the United States without the need for current or future sponsorship.

Please provide contact information for at least 5 PROFESSIONAL references, 2 of which MUST be current or former direct managers or supervisors.

Position Number: 00044143

Position Type: SHRA

Position Classification Band Title: Administrative Support Specialist

Position Classification Band Level: Journey

Position Classification Salary Range: $ 34,602 - $ 58,870

Salary Grade Equivalency: NC09

Alternate Option

If no applicants apply who meet the required competency level and training & experience requirements, then management may consider other applicants. Salary would be determined based on competencies, equity, budget, and market considerations.

Full Time Equivalent (FTE) (1.0 = 40 hours/week): 1.0

Appointment: 12 Month Recurring

Mandatory Designation - Adverse Weather: Non Mandatory - Adverse Weather

Mandatory Designation - Emergency Events: Non Mandatory - Emergency Event

Time Limited Position: No

Department Id: 496001 - University Controller